Requisition ID: req6515
Job Title: Grants and Budget Manager
Contract: Regular / Permanent
Working Hours: Full-Time
Location: New York, NY HQ USA or London, UK
The Governance Technical Unit, within the Crisis, Response, Recovery & Development department, is responsible for developing and overseeing the quality of IRC’s program portfolio of key interventions contributing to the Power of the people we serve, as well as to the governance aspects of service delivery that contribute to IRC’s other sectoral outcomes. Our work helps those we support have a greater degree of influence over the collective decisions that affect their lives, be able to choose where to live, as well as have access to effective and responsive services.
The Governance Technical Unit has 13 staff members and an annual budget of approximately $3 million dollars. The Unit receives direct funding from governments, foundations, and private donors.
Location: New York or London
SCOPE OF WORK: This position provides grants management, budget management, project management, and administrative support to the Governance Technical Unit. This includes overseeing the financial health of the Unit, support the Program Manager in the management of the Unit’s grant portfolio, and carrying out administrative tasks for the Director, Deputy Director, Senior Technical Advisors, Technical Advisors, and consultants. The Grants and Budget Manager will report directly to the Senior Director – Governance with indirect reporting lines to the Program Manager on grants and project management support.
Annual Operating Budget and Unit Finances
- Develop and revise the Governance Unit fiscal year operating budget in accordance to schedule; provide recommendations for addressing any budget issues
- Analyze unit needs and spending patterns throughout the fiscal year to ensure the most effective use of funding and identification of any gaps or duplication in coverage
- Ensure financial requirements and documentation related to Unit expenses are fully understood and complied with so that transactions are completed on a timely basis and correctly charged. Work with HQ finance staff to address any recurrent or systematic problems
- Develop and update staff salary allocation mapping, in collaboration with the Technical Director
- Create time and effort reports for Governance Unit staff members and ensure timely submission
- Track salary allocations and spending, coordinating with regional and country staff on budget and grants management as necessary
Grants and Budget Management
- Assist the Program Manager to manage a portfolio of TU-led grants ranging in size between $50,000 to $3,500,000, adhering to donor compliance requirements and budget conditions
- Support the Program Manager in the proposal development process, including the creation of proposal budgets, ensuring compliant and timely submissions
- Ensure utilization of IRC standard grant management processes (OTIS, opening, review and closing meetings)
- Review, track and analyze grant expenditures; prepare budget versus actual reports on a monthly basis to ensure expenses are in line with grant requirements and projected spending
- Provide administrative support to grants including but not limited to financial recoding, consultant hiring, document signing, and managing OTIS (Opportunity Tracking Information System) workflows
- Prepare and submit timely, accurate and relevant donor narrative and financial reports, coordinating contributions from country programs and IRC technical units
- Coordinate any modifications and changes to grant agreements
Project Management Support
- Work with the Program Manager to develop and manage detailed implementation plans for projects, with clearly defined roles, responsibilities, dependencies, risks, and timeframes
- Work with the Program Manager to manage logical frameworks to support the effective monitoring for the quality and scope of activities/outputs, and progress towards expected results
- Initiate and facilitate periodic coordination meetings and calls to review project progress, identify opportunities for improved learnings and synergies, and identify corrective action as required
- Develop purchase orders, contract payments and other finance transactions; coordinating with Global Supply Chain, Finance, or outside vendors as needed
- Support the Program Manager to provide administrative support to the team as needed and coordinate unit operational needs
- Respond to day-to-day communications in a timely manner, ensuring that relevant team members are informed and copied as necessary.
Education: Bachelor’s degree required, Masters degree preferred, in a relevant field (political science, international relations, economics, public policy, business, finance, etc.)
Work Experience: Minimum 2 years work experience, preferably with a non-profit organization. Grants, budget, and project management experience a plus.
Demonstrated Skills and Competencies:
- Demonstrated math skills and Microsoft Excel required; experience with organizational information and financial systems needed
- Excellent organizational skills: the ability to work independently & productively in a fast-paced environment and ability to effectively see projects through from start to finish
- Strong verbal and written communication skills for internal and external audiences
- Able to work collaboratively in a team, a flexible work attitude and a calm manner
- Prior experience in managing donor-funded grants and budgets preferred but not required
- Fluency in French preferred but not required